Club Bookings

The Club Bookings feature allows parents to book clubs online.  You can create multiple Club Categories to help you manage different groups of clubs.  

• Creating a Club Category
• Create Parent & Child Forms
• Form Settings
• Clubs Booking Menu
• Creating a Club
• Adding a Discount
• View Club Bookings
• View Waiting List
• View Outstanding Payments
• View & Print Registers
• Edit FAQ's
• Payment Options

Creating a Club Category

• Navigate to the area of the website where you would like to create the Club Category.
• Select Club Category from the Create tab.
• When the Club Category dialogue appears, enter a Category Name and a Friendly URL (this is an easy to use web address to access the Category).
• Give the category a description so that users get an understanding for the club(s).
• When you're ready, click onto the Create button for your Club category to be ready for use.

Create Parent & Child Forms

The next step is to set up the form that needs to be completed for the category, to collect details about the Parent(s) and child(ren).  This could be different for each category, for example, some categories you may want to collect more detailed medical information, dietary requirements or request photo permissions.

• A default set of Questions is created for the Parent and Child sections. 
  Additional fields can be added using Drag & Drop
  

Form Settings 

• Click on Form Settings in the bottom right hand corner of your page.
  
  
• The Form Settings can be used to set up the messages that will appear at different points in the booking process.  Placeholders are used to include information from the forms in the message text.
• You will need to ensure the relevant emails are set up before you can save:
  
   
  
  
  • Success Message - This wording will appear when the user submits their booking on the website.  
    
  • Admin Email Settings - First, enter the email address that you'd like to receive the club booking notification email. Add a subject line that will be used for the email and enter an Email message.
  • User Email Settings - These fields are used to populate the response email sent to the user after submission. The From Email Address field will be whoever you want the user to receive the email from and the User Email Field depicts where the users email will be taken from on the form.
  • User Email Booking Confirmed - If the user chooses to pay online, e.g. by PayPal or World Pay, they will be given the option to pay upon submitting the form. However, if the user does not pay upon form submission, this email is used to ask them to make the payment afterwards.  The {{payment_link}} placeholder will ensure a link to make the payment is included in your message.
  • User Email Offline Payment - If the user chooses to pay offline, e.g. by childcare vouchers or cash, they'll receive this email to ask them to make the payment directly.  Within this response email, you will want to include details of the process of how they can pay.
  • User Email Confirmation - This message is sent to the user when they have completed the payment.  Where offline payments are made, the administrator can choose to send this email if required by ticking a box when marking the order as paid.  
    
    Note:  You can adjust the wording in each message, and use Placeholders to include responses from questions asked on the form.

Clubs Booking Menu

After creating your club, you may want to edit your existing clubs, add new clubs or see your booking register. Click onto the Create tab within the orange admin bar, and click the Clubs Booking button.  Select an option from the drop-down.

• The View Clubs button will allow you to view all of your existing clubs within that booking form, as well as gives you the ability to create clubs, edit and delete them.
• Within the View Club Bookings dialogue box, you are able to view all of the booking orders made, their payment option, as well as that their payment status.
• View Waiting List will enable you to see who has been added to the waiting list and manage who is at the top of the list.
• View Outstanding Payments will allow you to check orders which are not fully paid.  
• Upon clicking onto the See Register button, you'll be able to see a list of your clubs. You can click onto the View Register link to see that particular clubs register - You are able to view the Child Name, Parent Name, Contact Name, as well as when they'll be Picked Up. Further, you can edit the fields displayed within the register using the Edit Layout button. 
• You are also able to edit or create your FAQ's through the use of the Edit FAQ's button. Click onto the Create New FAQ button and enter a title for the FAQ. From there, add the content and click onto the Create button.
• Finally, you can set up the options for the different types of payment you wish to accept under Payment Options

Creating a Club

To create a new club, click the 'Create' tab on your orange admin bar and click onto 'Clubs Booking'. From there, click 'View Clubs' and then 'Create New Club' button in the bottom right of the dialogue window.

• Enter the Club Name and write a description of what this club will entail; this is what'll display when viewing the available clubs.
• From there, enter the amount of Spaces Available for users to book into this specific club.
• You can allow a Waitlist for the club.  To do this, tick the Allow waiting list check-box and if required enter an expiry period.   
  
  If this option is selected, the person booking will be allowed to add their child to the waiting list, if no spaces are available.  If a place is subsequently cancelled, the person at the top of the waiting list will receive an email with a link to book their child and make payment. 
  If the place is not marked as paid within the expiry period, the space will be offered to the next person on the list, and so on.  
  
  
• Next, input the cost of the club within the Cost (£) field (if the club is free, leave the cost at 0.00).
• With the From and Until field, insert the time frame in which the club will be held.
• After that, choose your Start Date and your End date, this will be the first day that your club is available as well as the last day that your club is available until.
• Tick the relevant days under the Dates Club Runs On field, the selected days represent when the club will run on, as well as reoccur on until the end date is reached.
• If you'd like to add Date Exclusions, click onto the days from the list of dates that you'd like to exclude from the booking dates.

Adding a Discount

Adding a discount to your club can be good for giving those with less a chance to enjoy the clubs that you have to offer. Just bear in mind the discount will be removed from the price of one of the children.

1. Click onto the Add Discount button to add a new discount, here you'll be able to see your options for discounts.
2. To begin with, the Number of Children field represents how many children have to be booked into the booking before the discount takes place.
3. Choose an amount that will be deducted from the total cost within the Cost (£) field. This means that if three children were booked in for £10 a slot each and the discount is £10, they will end up paying £20 total.
4. Choose the date you'd like this discount to be available on under the Weekdays field. 
5. If you'd like to add another discount, click onto the Add discount button. If you don't need the discount any more, click onto the Delete Discount #, on the other hand click onto the Update button when you're ready to save the booking.

View Bookings

Once bookings have been submitted by parents, you will be able to see them under View Club Bookings. 

• View Order will give you more details about the order and allow you to mark  items as cancelled.  When you do this, you also have the option to send an email to the parent confirming their booking.  
  
  
• Clicking on View Order will give you more details about the order and allow you to mark  items as paid.  When you do this, you also have the option to send an email to the parent confirming their booking.   
  
  
• Personal Information shows the details gathered on the Parent and Child Forms.  Including contact details and, the responses to any additional questions you have added for the club category forms, such as dietary requirement.  
  
  
• Bookings lists the bookings with their statuses.  You can cancel either all bookings for a child or individual dates.
  
  
• Waiting List  shows any children that were added to the waiting list at the time of placing the order.   You can remove them from the waiting list is the place is no longer required.  
  
• Paid / Payment Waiting sections will help you identify whether payments have been made for either the initial booking or waiting list bookings.  If payment has not been made, you can view the unpaid items and update the payment method and status.  Once marked as paid, the item will be moved to the paid section.  You can choose to email the parent to confirm payment by checking the box.
  

View Registers

The See Registers option allows you to view, customise and print your registers. 

• Select the date in the top right of the window.
• You can include any fields captured on the Parent or Pupil Forms on the register using the Edit Layout button.
• Once you have edited the layout, you can also choose to re-order the registers by any of the columns.  
  

View Waiting List

You can access the waiting list from the Club Bookings button, under the Create Tab.  

• When spaces become available, they will be offered to the pupils listed in order.  When the expiry period has elapsed, the next person will be offered a space, and so on.  
  
  
• If you have chosen not to set an expiry, and you would like to offer the place to another pupil, you will need to promote the next person on the list to the top using the 'Move up booking' link.  
  
  

View Outstanding Payments

You can easily view a list of outstanding payments and access the associated booking by clicking view order.

Edit FAQ's

You can add a list of FAQ's which will appear on the Booking Page to answer common questions.

Payment Options

You can set up both online and offline payment options for parents to choose.  

If you wish to use online payments, you will need to let e4education know which provider you wish to use, and some settings will need to be added to the website to make these work.  Examples of online payment providers are; PayPal, World Pay, Stripe or AuthiPay.  

Offline Payment options could be used to request payment by other methods such as childcare vouchers or cash, that are not catered for in the Online options.